The Best Todoist Setup (1-Click Install)

Summary

The video script introduces Todoist as the ideal cross-platform to-do list app, showcasing a new feature that allows users to install recommended setups with a single click. It guides viewers through setting up high-level projects and sub-projects, utilizing templates for recurring tasks, and customizing the system to fit personal needs. The script also highlights advanced features like the 'someday' and 'anytime' filters for task prioritization, as well as the 'waiting for' label to manage tasks pending external actions. Additional resources, including a Todoist cheat sheet and a course for optimizing the app, are offered for further enhancing productivity.

Takeaways

• 📝 Todoist is a cross-platform to-do list app with customizable setups and templates.
• 🔍 The new feature in Todoist allows users to install recommended setups with a single click.
• 📚 Users can browse and select from various templates for different tasks such as weekly reviews and meal planning.
• 📂 The script introduces a recommended setup with high-level projects like admin, finances, health, and more.
• 🛠️ Users can customize high-level projects to reflect their personal needs, such as changing 'work' to 'business'.
• 📍 Sub-projects can be created under high-level projects for specific tasks, like organizing a trip to Borneo.
• 📝 The 'templates' project is used for tasks that are repeated regularly without a set schedule, providing a checklist for recurring activities.
• 🏷️ The 'waiting for' label is used to tag tasks that cannot be acted upon until an external event or input is received.
• 🗂️ The 'someday' section is a place to store tasks intended for future work, helping to declutter the current to-do list.
• 🔑 The 'anytime' filter shows tasks that can be worked on in the present, excluding those scheduled for 'someday' or under 'waiting for'.
• 📈 The recommended setup includes features to improve workflow, such as the ability to add tasks to a daily to-do list and check them off as completed.

Q & A

What is the main topic of the video script?

The main topic of the video script is about the best cross-platform to-do list app, Todoist, and how to set up a recommended to-do list using a new feature that allows for one-click installation of a recommended setup.

What new feature in Todoist allows for easier setup of to-do lists?

The new feature in Todoist is the ability to install recommended to-do setups in just one click by browsing templates and selecting a setup to copy.

How can users find and use the new one-click setup feature in Todoist?

Users can find the new feature by clicking the plus sign in the 'My Projects' section, then selecting 'Browse Templates', and choosing a setup to copy by clicking on it and confirming the action.

What are 'high-level projects' in the context of Todoist?

High-level projects in Todoist are broad categories or areas of life where tasks can be organized and tracked, such as admin, finances, fun, trips, health, and home.

How can users customize the high-level projects to fit their personal needs?

Users can customize high-level projects by clicking the ellipses next to the project name and editing the title to reflect their specific needs or interests.

What is the purpose of 'sub-projects' in Todoist?

Sub-projects in Todoist are used to organize specific events or tasks under a broader high-level project, such as a trip to Borneo or a skydiving trip.

How can users create a new project under a high-level project in Todoist?

To create a new project under a high-level project, users can click the ellipses next to the top-level project and select 'Add Project Below'.

What is the 'templates' high-level project used for in Todoist?

The 'templates' high-level project is used for tasks that are done repeatedly but not on a set schedule, allowing users to create a checklist or guide that can be duplicated and moved into relevant projects as needed.

What is the 'someday' section in Todoist and how is it used?

The 'someday' section in Todoist is used to store tasks that users would like to work on in the future but are not immediate priorities. It helps in planning by keeping these tasks separate from current tasks.

How can users create a 'someday' section in Todoist?

Users can create a 'someday' section by adding a new section in a high-level project and naming it 'Someday' with a capital 'S' to ensure it syncs with the recommended setup.

What is the 'anytime' filter in Todoist and what does it show?

The 'anytime' filter in Todoist shows all tasks that are not scheduled for a specific day in the future and are not under a 'someday' section, indicating tasks that could be worked on at any time.

What is the 'waiting for' label in Todoist and how is it used?

The 'waiting for' label in Todoist is applied to tasks that cannot be acted upon immediately because the user is waiting for someone else to complete an action or for an event to occur.

What additional resources are mentioned in the script for users to enhance their Todoist experience?

The script mentions a free Todoist cheat sheet and a Todoist course, both of which are available through links in the video description, to teach users keyboard shortcuts, maintenance of the task database, and advanced features like repeating tasks and using templates.

Outlines

00:00

📝 Todoist Setup and Features Overview

The speaker introduces Todoist as the best cross-platform to-do list app and shares their recommended setup for using it effectively. They demonstrate how to install this setup with a new feature in Todoist, which allows copying someone's entire setup in just a few clicks. The speaker then provides a tour of the setup's features, including high-level projects for organizing tasks by life areas, the ability to add sub-projects, and customization options. They also explain how to create and manage templates for recurring tasks and highlight the use of sections like 'someday' for future tasks and the 'anytime' filter for tasks that can be done on any given day.

05:01

🗂 Advanced Todoist Features and Workflow

This paragraph delves into advanced features of Todoist, focusing on the 'someday' and 'anytime' filters for task management. The 'someday' section is used for tasks that are not immediate, allowing users to categorize and filter these tasks easily. The 'anytime' filter, on the other hand, helps identify tasks that can be worked on in the present day. The speaker also introduces the 'waiting for' label, which is used to tag tasks that are pending due to external dependencies. Additionally, they mention resources such as a Todoist cheat sheet and a course for further learning on how to maintain and optimize the Todoist setup for long-term productivity.

Keywords

💡Todoist

Todoist is a cross-platform to-do list application designed to help users manage their tasks and projects. It is the central focus of the video as the speaker shares their recommended setup for using the app effectively. The script mentions features like installing recommended setups, browsing templates, and organizing tasks into projects, showcasing Todoist's capabilities.

💡Templates

In the context of Todoist, templates are pre-designed task setups that users can apply to their projects for various purposes such as weekly reviews or meal planning. The video script discusses how to browse and apply these templates, emphasizing the ease with which users can customize their Todoist experience.

💡Projects

Projects in Todoist are used to categorize tasks into different areas of life or work. The script introduces the concept of high-level projects like 'Admin', 'Finances', 'Fun', and 'Trips', and how they can be further broken down into sub-projects, illustrating the app's organizational depth.

💡Sub-projects

Sub-projects are specific tasks or goals that fall under a broader high-level project. The script uses the example of a 'Trip to Borneo' as a sub-project under the 'Fun and Trips' high-level project, demonstrating how Todoist can help users manage complex and multifaceted tasks.

💡Customization

Customization refers to the ability to tailor the Todoist setup to fit individual needs. The video script shows how users can rename high-level projects, like changing 'Work' to 'Business', and add new projects like 'Toast Masters' to reflect personal interests or responsibilities.

💡Templates (recurring tasks)

The script introduces the use of templates for recurring tasks that do not follow a set schedule, such as producing a YouTube video. These templates provide a checklist or guide that can be duplicated and moved into relevant projects, streamlining the task management process.

💡Section (Someday)

In Todoist, a 'Someday' section is a categorization tool for tasks that users intend to complete in the future but are not an immediate priority. The video explains how to create and use this section to help with daily planning and prioritization.

💡Filters and Labels

Filters and labels in Todoist are organizational tools that allow users to view tasks based on specific criteria. The script mentions the 'Someday' filter and 'Anytime' filter, which help users to focus on tasks that are either deferred or suitable for immediate action.

💡Waiting for Label

The 'Waiting for' label is used in Todoist to mark tasks that are on hold because the user is awaiting information or action from another party. The script provides an example of applying this label to a task related to flight information for an upcoming trip.

💡Productivity

Productivity is the overarching goal of the video, as the recommended Todoist setup aims to increase organizational efficiency and task management effectiveness. The script discusses features and practices that contribute to a more productive workflow within the app.

💡Cheat Sheet

A cheat sheet, as mentioned in the script, is a resource that provides quick reference material, such as keyboard shortcuts for Todoist. It is offered as a supplementary tool to enhance the user's experience and efficiency with the application.

Highlights

Todoist is recommended as the best cross-platform to-do list app.

A new feature in Todoist allows users to install recommended to-do setups with a single click.

Users can browse templates in Todoist for various tasks such as weekly reviews or meal planning.

Featured setups, including one by Peteris Skudrans, can be copied to a user's Todoist account.

After copying a setup, Todoist will have a variety of features to enhance task management.

High-level projects are added to organize tasks into areas of life, such as admin, finances, and health.

Sub-projects can be created under high-level projects for specific tasks, like planning a trip to Borneo.

Users can customize high-level projects to reflect their personal or professional needs.

A 'templates' high-level project is introduced for tasks that are repeated without a set schedule.

Templates can be duplicated and moved into relevant projects to serve as checklists or guides.

The 'someday' section is created for tasks that are intended for future work but not imminent.

An 'anytime' filter is available to view tasks that can be worked on with no specific date assigned.

The 'waiting for' label is used for tasks that cannot be acted upon until a certain condition is met.

The recommended setup includes a workflow for planning daily tasks using the 'anytime' filter.

Users are encouraged to download a free Todoist cheat sheet for additional productivity tips.

A Todoist course is available for in-depth guidance on using the app effectively over time.

Transcripts

the best crossplatform to-do list app is

todoist I love todoist and that's why

I've developed my own recommended

todoist setup and now with a new feature

in todoist you can install my

recommended to-do setup in just one

click let me show you how over in

todoist find in the sidebar where it

says my projects and I will click the

plus sign right here if you do that you

can click browse templates now you'll

see that there's a bunch of templates

here for all kinds of things that you

can do into doist like doing a weekly

review like tracking a project or doing

some meal planning but notice how there

is this setups thing over here and

there's also some featured setups at the

Top If You click on setups this is where

you can copy someone's entire setup with

just one click by the time that you're

watching this there should be a peteris

is too a setup right here as well so

what you can do is click that one and

then you want to click copy setup and

then you can click confirm and

technically this was more than one click

but it's roughly one click after you do

that your to-do is going to have a bunch

of features that are going to make it

really easy to work with so let me give

you a tour of those features let's start

with the highlevel projects that got

added to your to-do you should see admin

and finances fun and trips Health home

and a couple of others these are starter

highlevel projects that are the areas of

your life areas of your life where you

might have things that you need to do

that you want to keep track of so what

you can do is if you have a task that is

a home task you can go into the home

project and add that task right there

for example I need to buy new travel

shoes I've actually already done this so

I'll check this one off but that would

go in there there for example if you

have some health tasks they will go

under health and if you have some admin

and finances tasks like say accounting

for something as a business expense that

would go in there you'll also see that I

have some highlevel projects like fun

and trips right here that have some sub

projects for example the fun and trips

area has a sub project for a trip to

Borneo that I'm going on next week to

see some orangutans which I'm very

excited about we're going on a boat in

the jungle should be cool lots of

mosquitoes probably but a rangit Dan and

so when I'm planning a separate trip

that gets its own project underneath the

highle project the way you do that by

the way is you just click the ellipses

next to the top level project and you

just click add project below I also have

a separate project for a skydiving trip

that I'll be taking in a few months

you'll also see that I have a top level

project or area here called work for me

I'm going to change this because

actually I have my own business so I

think if this is business rather than

works I'm just going to click the

Ellipsis and then I'm going to tap or

click edit and and then I will call it

business and you can customize these as

well okay now I've also created a

learning and planning area over here

that is something for stuff like your

weekly review and also for maybe

learning things like languages you want

to learn or studying that you need to do

but you might want to customize these

projects that you have over here you

might want to make them reflect the

things that are going on in your life

here's an example I'm a member of a

Toast Masters Club it's a public

speaking Club I've mentioned this a lot

in previous videos so apologies if you

heard that a lot that's something that I

do on an ongoing basis and I like my

toast Master's tasks to be together but

separate from all my other tasks so what

I can do is go over to my projects just

click add project and I'll type Toast

Masters and then I'll just drag that

over here alphabetically I like to keep

templates at the bottom I'll tell you

why in a minute and then if I have a

toast Master's task so for example

prepare for my May 25th speech I can put

that over here and if I have some other

Toast Masters tasks they all together

okay so this is the highlevel starter

set of projects or high level areas that

I want you to work with but if you do

some volunteer work or if you have

perhaps a second job you'll want to make

a high level project to separate those

out now at the bottom here you'll see

this templates highle project what's

that for that's for tasks that you do

repeatedly but not on a set schedule

such as for me for example producing a

YouTube video for you it could be

preparing a workshop or preparing a

paper to talk about at a conference if

that's something that you do repeatedly

you might like to spell out the steps

that you do every time to give yourself

a little checklist a little guide and

you can improve that over time and then

when you want to use that template you

just rightclick it click duplicate and

move the duplicate copy into the

relevant project in your list of

projects now I want to show you another

couple of cool things about my

recommended to-do setup that just got

downloaded into your to-do and one of

the things is that if we go over to

business here for example you'll see

that you can create a heading or this is

called a section into doist and I've

called it someday here so for you this

probably won't exist yet but you can

just move over here click add section

and call it someday call it exactly

someday don't don't do it something else

give it a capital S don't change the

name and this is where you can put tasks

that you'd like to work on someday in

the future maybe okay we want to do this

because this is going to help us in our

planning for figuring out what should be

on our to-do list for today you can

create a someday section in every

highlevel project where you think you

might need it and then you can move your

to-dos that you're not going to work on

imminently into that bucket over there

now why is that interesting that's

interesting because under filters and

labels right here what you'll have

gotten is you'll have gotten a filter

called someday you can click this edit

filter button right here and then what

you're going to see is there's a certain

query and the details of the query don't

matter in this case because they already

got loaded into your todoist but if you

click that filter so you can click it

right here or you can click the heart

icon right here and that will move it

over to favorites like this one so I can

click it here as well now I'm looking at

only my Sunday tasks and they're grouped

by high level projects so my someday

tasks under abmin and finances for

example at some point someday I should

probably write up a will and my business

Sunday tasks my trip Sunday tasks and so

on really handy to keep those all

separate and this all works by going

into each highlevel project and creating

that that someday section now the

inverse almost of someday is an anytime

filter so under filters and labels

you'll also have seen this one the

filter that says anytime again I can

show you the query and it's a little bit

complicated but essentially what it does

is it's showing all of the tasks and I

will click on it so you can see that

right here it's under my favorites again

all of the tasks that might make sense

for you to work on today so it's tasks

that you haven't already scheduled for

someday in the future right because one

of the nice things about to do is you

say I'm going to work on that on Tuesday

right but uh so we wouldn't want to see

a task like that in our list of things

that we might want to work on anytime

that's why this is called anytime so

this is all the stuff that doesn't

already have a date for the future that

is part of your personal project so if

you're using todoist for work you might

have an extra workspace to do this for

teams I made a whole separate video

about that so go check out that video if

you're interested in learning how you

can use to- doist with your team but

this is all your personal tasks and it's

also ones that are not under one of

those SU headings cuz we don't want to

see those when we're planning our day so

the basic workflow with my recommended

to do a setup is that you take this page

or this filter this view every morning

scroll through it and say you know what

I'd like to do this today I'd like to do

this today I'd like to do this today and

all these things that you'd like to do

today you just right click them and you

click this button and it will add it to

your list for today you'll find your

list for today your to-do list over here

and then you can just work through it

and click through it for example if I'm

finished with recording this video I

would just check it off like so another

neat feature of my recommended to-do a

setup is the waiting for label if you

click on filters and labels right here

you'll see the waiting for label and in

other apps labels are sometimes called

Tags now the waiting for label or tag is

something that you want to apply to a

task when you can't act on it right now

because you're waiting for someone else

to do something or for something else to

happen let me give you an example on

this Borneo trip that I'm going on soon

I would like to take the flights that

I'll be taking on that trip to my

favorite flight tracking app flighty

which is really nice by the way if

you're on Apple devices and you tend to

fly a lot you have to check out flighty

it's a very cool app very well done I

can't add my flights to this app right

now because I haven't received the

flight information yet you might say

that I'm waiting for the flight

information so what I'm going to do is

go over to labels and then click waiting

for and now this waiting for label has

been applied to this task I can then

click the waiting for label over here in

favorites or I can get to it through

filters and labels and then clicking on

it and then I'll see all of the tasks

that I can't work on right now because

I'm waiting for someone to do something

or waiting for something to happen and

it can be great to periodically review

these now that you've installed my to-do

a setup and you know the basics let's go

a little bit further let me tell you

about two further resources you'll want

to download my free todoist cheat sheet

the link to that is in the description

below the video it will teach you some

useful keyboard shortcuts for example

you'll also want to learn how to

actually turn this setup into a system

that will have you being more organized

and more productive for example how

should you do maintenance on your task

database how can you ensure that you'll

actually keep using this system over

time keep using todoist over time and

how do you do things like setting up

repeating tasks with complex schedules

and how exactly do you use the templates

feature to improve the way that you do

things over time those are the kind of

things that you're going to learn in my

todoist course and the link to the

course is also available in the video

description thanks for watching have a

great day ciaoo